33 Reasons for Using the HCM Module of Dynamics 365 for Finance and Operations The HCM module is part of the ERP solution Microsoft Dynamics 365 for Finance and Operations (Dynamics 365) . The HCM module is, together with our Add on HR Plus, rich and wide in HR specific functionality and it supports all your HR processes: from hire to retire. The total HCM module of Dynamics 365 covers all functional areas like: Employee, Employment, Organization, Jobs, Courses, Talent Management, Appraisals, Leave, Sickness, Fleet Management, Recruitment and eRecruitment, Compensation and Benefits. The coherence between the modules within Dynamics 365 is very high. The advantages for one integrated solution are evident. However, there are still many organizations using a single, isolated HR product. For that reason, we offer you an overview of the advantages of having one integrated solution, including the use of the HCM module of Dynamics 365. These advantages result in: more functionality, saving time, less effort for your own (user)organization, less application and network effort, less customization, and above all, cost savings! No doubt you are currently using some sort of product for managing HR processes, or a single isolated HR product. This is possibly something that ranges from an offline manual set of processes to a so-called best-of- breed product, none of which has any connection with other parts of Dynamics 365 without customization. The full power and potential of Dynamics 365 is when it is one integrated solution, also integrated with the complete Microsoft Dynamics 365 stack including; MS SQL, MS SharePoint, MS Office or Office 365, and Power BI. All the modules of Dynamics 365 have a relationship with the HCM module. Continuing to read you will find 33 examples of the added value of an integrated ERP solution versus a single and isolated HR product. There are 33 reasons to use the HCM module of Dynamics 365.
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33 Reasons for Using the HCM Module of Dynamics 365 for Finance and Operations
The HCM module is part of the ERP solution Microsoft Dynamics 365 for Finance and Operations (Dynamics
365) . The HCM module is, together with our Add on HR Plus, rich and wide in HR specific functionality and it
supports all your HR processes: from hire to retire. The total HCM module of Dynamics 365 covers all functional
Sickness, Fleet Management, Recruitment and eRecruitment, Compensation and Benefits.
The coherence between the modules within Dynamics 365 is very high. The advantages for one integrated
solution are evident. However, there are still many organizations using a single, isolated HR product. For that
reason, we offer you an overview of the advantages of having one integrated solution, including the use of the
HCM module of Dynamics 365. These advantages result in: more functionality, saving time, less effort for your
own (user)organization, less application and network effort, less customization, and above all, cost savings!
No doubt you are currently using some sort of product for managing HR processes, or a single isolated HR
product. This is possibly something that ranges from an offline manual set of processes to a so-called best-of-
breed product, none of which has any connection with other parts of Dynamics 365 without customization.
The full power and potential of Dynamics 365 is when it is one integrated solution, also integrated with the
complete Microsoft Dynamics 365 stack including; MS SQL, MS SharePoint, MS Office or Office 365, and Power
BI.
All the modules of Dynamics 365 have a relationship with the HCM module. Continuing to read you will find 33
examples of the added value of an integrated ERP solution versus a single and isolated HR product. There are 33
reasons to use the HCM module of Dynamics 365.
1. All modules, including the HCM module, use the same audit trailControl and reporting of who is changing what and when is
unified and uniform and easy to manage.
A separate HR product has his own audit trail and its own
reports. For internal audits purposes you need to learn extra
knowledge and skills. This means additional investments in time,
and added costs from outside accountants.
2. All modules, including the HCM module, use the same look and feel Graphic User Interface (GUI)It is easy to understand other modules as they look and feel,
and are navigated in the same way.
A separate HR product has a different look and feel, and
requires extra skills to understand the system. For internal
support, several other persons besides the HR department need
to learn this system. The Total Cost of Ownership
(TCO) is therefore much higher.
3. The way Dynamics 365 looks and feels in the way of working, the User Experience (UX); Workspaces and menus, in all functional areas,is the sameA separate HR product has a different way of working,
navigation is different, and there are different menus to set up.
To provide internal support extra skills and knowledge are
required onboard, which costs even more time, effort and
money.
4. All data needs to be enter only once in Dynamics 365. This data will be shared with other modulesData from other modules can and will be used in the HCM
module. Likewise, data entered in the
HCM module of Dynamics 365 can and will be used in other
functional areas including, for example, Finance, Projects,
Procurement, Manufacturing,
and CRM.
By using a single isolated HR product, data needs to be entered,
maintained, and kept twice. This increases the risks of mistakes
and faults, and requires much more attention. You need to have
additional procedures regarding ownership of the data (with
other departments), and whose job it is for maintaining these
procedures. You also need to inform each other about what data
is changing. In other words, additional and time consuming
meetings are required.
5. The security of Dynamics 365 need to be set up just once, and you can then use it for every module; including the HCM module of Dynamics 365By using an isolated HR product, you need to set up hierarchy
and security another time. You also need to maintain this, and
make appointments with other systems regarding how to stay in
line with Dynamics 365. This takes more time in meetings, but
also requires knowledge and skills that you do not want to or
need to possess, or that you must hire to gain the extra
knowledge. The TCO will again rise.
6. Global reports, using data of different modules, can be created with one single tool. There is no data exchange between Dynamics 365 and some other isolated systemNo extra interfaces are necessary.
The reports of a single HR product are on their own, and created
by a separate reporting tool. Combining this data with data of
Dynamics 365 is difficult, time consuming and expensive, if
possible at all, and often involves use of manual processes.
33 Reasons for Using the HCM Module of Dynamics 365
33 Reasons for Using the HCM Module of Dynamics 365
7. An update of Dynamics 365 will be done only onceDynamics 365 is updated monthly, sometimes a silent update,
sometimes a large update, which includes new functionality.
This happens at one time, and includes all the functional areas.
New releases of a separate HR product are unpredictable, and
require extra attention of the ICT department
8. Easy adjustmentIf you require personalization or modifications (name changing
of fields, other set up of menus, extra fields) in the HCM
module of Dynamics 365, this can be done for an individual, a
group, or the full organization. In the next release, these
adjustments will continue to be maintained 1:1. These
adjustments can be made by an application manager.
If this capability is available at all in the single HR product, you
need to execute this via the vendor or a different application
manager. You need to maintain these extra skills, or you must
hire this knowledge.
The TCO will again rise.
9. One of the strongest functionalities of Dynamics 365 is the guiding of Processes using the BPMThis Business Process Modeler (BPM) offers a step by step
overview of the processes in Dynamics 365. It is the tool used
to support implementations and is also the help guide tool. This
is the tool for Dynamics 365. In case such a sophisticated tool
was even available in
a separate HR product, you can only use it for the HR processes
and nothing else.
10. For approval of requests you can use Mobile appsApprovals for invoices, time registration, expenses, and for
absence requests as well. They all use one and the mobile app.
For a separate HR product you need to have and use another
app only for the approval of absence. Another app, means you
need to know more, and it requires additional knowledge and
skills to understand the system. Again, a higher TCO.
11. Dynamics 365 is much moreAs a part of Dynamics 365, the HCM module of Dynamics 365 is
integrated with all the other available empowerment tools of
Dynamics 365, including Delve, Dynamics CRM, Word, Excel,
Flow, Sway, One Note and Excel. When using the HCM module
you
can immediately export data (tables) to Excel, adjust them live
in Excel, and then import and publish back in Dynamics 365, all
in a secure and controlled manner. There is no separate HR
product, other than the HCM module of Dynamics 365, which
offers this kind of functionality, fully integrated and available as
standard.
12. When approving expenses in Dynamics 365, you will use the standard workflowThe expenses can be paid through the Finance department
(every employee is also an Accounts Payable creditor) or
through the Payroll department
(employee receives the expenses included in payroll). When
using a separate HRM product, it is questionable
if this functionality is available. If so, you need to set up again a
different workflow in an external environment. This is time
consuming and costs you more effort in training your staff in the
required knowledge and skills. Note as well, that an employee
cannot be a creditor in a single isolated HR product.
13. Integration of time registration with Project module, Services module, T&A moduleTime registration happens in Dynamics 365 through the
Projects, Services and/or Time & Attendance modules, but can
also happen through the HCM module. Integration of
functionality is key in this. You can book hours, using Employee
Self Service (ESS) or an app. The set up happens in the Project
module. The result of overtime, or time for time, will be booked
automatically in the HCM module.
In a separate HR product you need to manually enter the over
time. There is no relation with any project. Codes for overtime
need to be set up again. It needs extra time to stay tuned with
other modules like the Project, Services or Time & Attendance
modules of Dynamics 365. This means extra effort and more
chances for things to go wrong. This also requires more/extra
time from the application manager.
14. Absence and sickness registration are directly visible on the Timesheets of the Project, Services or Time & Attendance modulesYou have the full benefit of one integrated system. Absence,
like vacation, will be booked in the HRM module. The requested
and subsequently approved absence hours will be directly
visible in the Project, Services or Time & Attendance modules.
Possible corrections or adjustments will be available directly in
the HCM module. The correct and accurate overview of your
absence entitlements is now available for employees, managers
and the HR department. Sickness can also be registered using
the ESS/MSS and the data can be used directly by the Project
and the Time & Attendance modules.
Having a separate and isolate HR product means that all the
absence and sickness hours need to be entered in the
Project module and/or the Time & Attendance module AND in
the HR product separately; keying data 3 or even 4 times. That
means double the work and creates a huge waste of time. It is
also very important then to constantly check to insure all the
same absence codes are used. This means lots of extra work
and many more chances to make a mistake. This also costs
more time and the time and attention of other departments.
15. Workflow is part of the standard functionality of Dynamics 365 and will be used by the HCM module as wellYou only need to setup workflows once, all very much like the
way it works in all other modules.
Standalone HR products always require separate setup of
workflow in a different way. Setup of a separate workflow
means more work and other skills to learn. In addition to that
they cannot be combined or work together.
16. Using and storing documents works the same across Dynamics 365Documents can either be stored in the Dynamics 365 database
or on an external file location. Within the Dynamics 365
database your documents are saved per the security setup of
Dynamics 365.
In an isolated HR product documents will always be stored
separately. This makes it hard, or even impossible, to access
them via Dynamic 365, and the other way around. This will also
mean extra setup, and separate security which requires extra
work and skills to maintain.
33 Reasons for Using the HCM Module of Dynamics 365
33 Reasons for Using the HCM Module of Dynamics 365
17. Active Directory of Microsoft need only be setup once for the right security setup in Dynamics 365 for ESS/MSSWith a separate and isolated HR product this needs be done
again. This means always double work for your IT department to
setup and maintain this. It means extra work, skills and
maintenance.
18. Dealing with documents in Dynamics 365, which is fully integrated with SharePointSecurity in SharePoint is, as well as in Dynamics
365, based on Active Directory. Which means
easy maintenance. This will make your network administrator
happy.
With a separate HR product, it will cost the network
administrator more work and it requires more skills.
19. Finance and Purchase modules use the organizational hierarchy created in the HRM moduleIt is possible to setup different types of hierarchies in the HCM
module. Based on position management, but also in other ways
such as country, state or region, or persons. This setup can be
used by other functional areas like the Purchase and Finance
module.
If a separate and isolated HR product wants to use this
functionality, then you need to setup another interface. This is
complex and expensive. The other way around is the same. If
you setup the hierarchy in a separate HR product, you must
export that data and import it into Dynamics 365. This means
extra time in setting up an interface, and translating the data,
which adds risks, can cause mistakes, and requires extra
maintenance.
20. Application management can be done in one placeThere is no need for a separate training for application
management for the HCM module. This will narrow the risk of
your organization when an application manager is leaving your
organization. Normally persons necessarily hold a key job like an
application manager. In case of having a single HR product this
means that you need to have at least two (additional)
application managers, just for the HR product. They need to be
trained in the future and this makes your organization
vulnerable.
21. HCM reports can be managed in a generic Dynamics 365 wayIf your organization is already familiar with creating reports in
other Dynamics 365 modules it requires no extra knowledge or
skills. The HR department can use the knowledge already gained
by other departments working with Dynamics 365.
Any other HR product requires specific knowledge of the way
this application handles reporting. It might need external
consultants to provide extra reports or changes to existing ones.
22. ESS/MSS is available out of the boxThe Employee Self Service (ESS) and Manager Self Service (MSS)
Workspaces allows your employees direct access to their own
data. It also gives managers direct overview and in depth details
of their team members. The view of the team members can be
based on the position hierarchy stored in Dynamics 365.
Any other HR product requires separate setup for this. And you
often end up with keying and registering employee and
hierarchy data twice. This is time consuming and increases the
risk of incorrect data.
23. The Dynamics 365 ESS/MSS is one integrated solutionThe HCM module of Dynamics 365 has rich functionality. The
module supports the full process from hire to retire. No extra
modules are needed. All details about your employees are
available and accessible. It requires no extra applications for
any other of your HR processes like Sickness, Leave or
Appraisals.
Not all other HR products are fully, or even partially integrated,
or possess the same level of functionality. You do not want to
end up with multiple applications to support your HR
processes.
24. Checklists (your internal checklist) are automatically created when using the personal actions functionality in Dynamics 365The actions of a checklist can even be send to Outlook
automatically as a Task.
When you use a separate HR product, you would need to try to
set this up. That is, even if this functionality is available in the
first place. This will cost extra time from the IT department,
extra meetings with vendors, and you need to support these
skills or hire them done. Additional time, effort and expense
increase your TCO.
25. The data regarding Lease companies, Insurance companies, Pension funds, Training centers, Temp agencies, Recruiters, interim managers, can be maintained in the vendor details of Dynamics 365This information, will also be used by other departments like
the Finance and/or the Purchase department. You only have
to fill in the contact details once. If data changes, it is
simultaneously available for all other modules. Just one more
of the many benefits of having one integrated solution.
When using a single, isolated HR product, you must enter the
vendor information separately in that HR product. This must
then also be done in other systems, like your CRM and Finance
solutions. Or you must use interfaces. This will cost extra time
from the IT department, extra meetings with vendors, and you
need to support these skills or hire it done. All of which require
more time, effort and expense.
26. Budgeting based on HCM dataBudgets for staffing are created and maintained in the Finance
module of Dynamics 365. Use a single system for financial and
workforce transactions as well as budget, plans, and forecasts.
The budget
data is delivered partly through the HCM module, for example,
for setting up the forecast. The actual figures are also coming
from the HCM module, the Payroll systems and the Finance
module. Costs for contractors will be invoiced and kept in the
Finance module. The same happens for the real costs for
courses, temps, replacement, recruitment agencies. When all
used together you have a full and complete picture of your
internal and external staffing costs. As well as which, in
Dynamics 365 you have the workflows to set up budgets
including approvals for the total organization. The HR
department has full benefit of the availability of this kind of
functionality.
When using a separate HR product, you will only have insight in
the budget of the costs which are in that HR product. You must
key and enter the data at least twice in the system, or you do
not have a total overview of all the staffing costs. Costs like
those for temp agencies, recruiters, training centers, etc. You
must add them manually and this requires extra effort. There
are many more situations you must think about, thus making
these processes very complex. This also effects the quality of the
budgeting process.
33 Reasons for Using the HCM Module of Dynamics 365
33 Reasons for Using the HCM Module of Dynamics 365
27. In Dynamics 365 you can set up automatically number sequencesYou can create an employee, worldwide, in any country, region
or state, and this employee will have a unique number. This
number will be used in Dynamics 365 everywhere so the
functionality which requires the use of this number works
perfectly in Finance and Projects, and in all the different
modules.
There is no correlation between a single isolated HR product and
Dynamics 365 for employee ID’s. When using a single HR
product you need to be aware that somewhere in the world
another department is creating employees in a different system,
and they are using the same number. This costs extra time,
effort and expense to maintain these internal rules. The risk that
things are done wrong is high, and it is very difficult and time
consuming to reverse these actions.
28. When using the Project module or the Manufacturing module of Dynamics 365, you can use the HRM functionality, ‘Skills of an Employee’, so that you can put the right person in the right position with the right knowledge on the right project or machine.The skills are maintained in the HCM module
of Dynamics 365, based on courses, appraisals.
The Project and Manufacturing modules use this functionality.
Another example of the benefits of having one integrated
system.
When you use an isolated HR product, you must guard
constantly whether the skill set in the Project module is equal to
the skill set in the separate HR product. Codes or ID’s need to be
the same. But also the kind of functionality must be supported in
2 separate systems. This will cost extra time from the IT
department, extra meetings with vendors, and you need to
support these skills or hire it done.
29. Addresses are in Dynamics 365 separately in country specific formatsAll the modules of Dynamics 365, including the HCM module
can use address functionality by country, state or region in the
same way. It does not matter if the address is used for an
employee, customer or vendor. When using a separate HR
product you must constantly guard to maintain that the
addresses in that system are equal with the addresses in
Dynamics 365. The codes need to be the same and few, if any,
HR products can handle and maintain all the address formats of
all the countries all over the world. You can set up an interface,
but that will cost more time, effort and expense, and add more
risk. This will also cost extra time from the IT department, extra
meetings with vendors, and you need to support these skills or
hire it done.
30. Data in Dynamics 365 can be used directly in PowerBIThe data is always real time. All kind of management
information is directly available on your PC, tablet, or mobile
device.
When using a separate HR product, there is no integration with
other data within Dynamics 365. Therefore, you need a, usually
highly costly, data warehouse solution. You cannot use the
Power BI app of Microsoft. When you want to add additional
data, this requires extra effort from your organization. You must
make extra rules and conventions about the data in the system.
This will cost extra time
of the IT department, extra effort of the vendors, who will
charge for that, and you need to support these skills internally
or hire it done.
33 Reasons for Using the HCM Module of Dynamics 365
31. By using Dynamics 365 HCMyou can use the whole (worldwide) organization as one financial areaYou can consolidate companies in different currencies and, thus,
reporting becomes much easier.
When you have a single and isolated HR product, you must set
this up using a complex and sophisticated structure. This will
cost extra time of the ICT department, extra effort of the HR
vendor, who will charge for that, and you need to support these
required skills internally or hire it done.
32. With Dynamics 365 HCM you can manage multiple (International) payroll systemsAll relevant data is centrally available in one system. The payroll
changes can be exported in a file using different file formats like
CSV and XML, each sent to a different payroll system. You have
complete control over the payroll data for all companies, in all
countries, states or regions.
When you have a separate HR product, the only payroll system
they support, if any at all, is their own. Most of the time these
systems do not support other payroll systems. The same is the
case when having subsidiaries in different countries, states or
regions. You need (another) local product, which most of the
time does not match with the HR product. Therefore, you do not
even have proper insight into headcount.
33. Dynamics 365 uses different user roles, which are related to authorization
Every role has its own subset of reports, menus and
authorization, specific created for these roles. Everything
based on best practices.
Even if possible, when using a single HR product, you must
set up all these roles again. The HR department is not
integrated together with the rest of the organization. Thus,
this means more and extra effort is required to create
specific roles, reports, and other authorization is required,
and more meetings and discussion with other departments.
FourVision HR Plus is the global specialist for Dynamics 365 HCM and Payroll. We are the trusted
knowledge partner for Microsoft, Dynamics 365 Partners (VARS) and Customers for Dynamics 365 HCM.
Dynamics 365 HCM + HR Plus Implementation Payroll Support
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